So… What’s This Todoist Thing You Invited Me To?
Short answer: it’s optional.
Long answer: it’s a tool I use to keep your project from turning into a pile of sticky notes, screenshots, and emails titled “final_final_v3_reallyfinal.png”.
I use Todoist behind the scenes to stay organized across a lot of moving parts and a lot of client projects. Sometimes I invite clients into their project. Sometimes they ignore it entirely and email me instead.
Both are totally fine.
This post exists so you know what it is, how it can help, and how to mute it if it starts yelling at you.
First: You Are Not Required to Use Todoist With Me
Let me say this louder for the people in the back:
You do not have to use Todoist!!!
Email is fine. Carrier pigeons are fine.
(Okay, maybe not the pigeons, but you get my drift.)
Todoist is just an option if you like:
Seeing everything in one place
Commenting directly on a task instead of hunting through email threads
Knowing exactly what I’m waiting on vs. what I’m actively working on
If you never click it again after accepting the invite? Cool. I’ll still manage the project.
What Todoist Is Actually Doing
Think of it as:
A shared to-do list
A place where notes, links, and files live with the task they belong to
A way to avoid the “wait… did I already send this?” spiral
You can:
Assign me tasks
I can assign you tasks
Or neither of us can assign anything, and it just exists quietly in the background
No pressure. No gold stars. No productivity shame.
About All Those Emails (Important!)
Yes — Todoist can be VERY enthusiastic about emailing you every time I:
Create a task
Move a task
Breathe near your project
Some people like this. Some people absolutely do not.
How to Turn Those Emails Off (or Way Down)
If Todoist starts blowing up your inbox:
Open Todoist
Go to Settings → Notifications
Turn off email notifications or set them to important only
You can:
Keep the project access
Still comment if you want
And never hear from Todoist again
Highly recommended if inbox calm is your love language.
How I Organize Projects (So You’re Not Confused)
If you do peek inside the project, you’ll notice I organize tasks into sections. This isn’t me being extra — it’s how I keep things moving.
Standard sections you might see:
Waiting on Client
(Translation: I can’t move forward until I hear from you.)
Client Comms
Emails to send, questions to ask, follow-ups, etc.
Site Utilities
Techy background stuff like forms, integrations, SEO basics, redirects.
Pages to Create
Brand new pages being built from scratch.
Pages to Edit
Existing pages getting cleaned up, rewritten, or redesigned.
Global Issues
Stuff that affects the whole site (fonts, navigation, mobile weirdness).
Pre-Launch
Final checks before we hit the big scary “publish” button.
You don’t need to manage any of this. It’s just there so I don’t forget anything and so nothing falls through the cracks.
When Todoist Is Actually Helpful for Clients
If you want to use it, it’s great for:
Reducing back-and-forth email and text updates
Leaving feedback directly on a task
Answering specific questions without losing context
Seeing what’s done, what’s next, and what’s hindering progress
But again — optional. Email works. DMs work.
The Vibe
Todoist is not:
A test
A requirement
A productivity cult
It’s just a shared workspace I use to keep your project organized, efficient, and moving forward — whether you ever look at it or not.
If you’re ever unsure where to respond:
Email me
Or comment on the task
Or say “Sarah… wtf. I’m confused.” — that also works
We’ll figure it out.
If you’re interested in learning more, I recommend this video tutorial.
